Staff Support Specialist (Dallas)

Position Summary 

The Staff Support Specialist is responsible for performing assigned clerical duties such as typing, copying, mail handling and filing of personnel and client records to meet all licensing and/or state and local law and code. In this role, the Staff Support Specialist may interact with the general public, community partners, legal parties, and Texas Family Care Network staff. The Staff Support Specialist may also manage information, create reports and assist Case Management Staff and Directors to manage behind the scenes business operation in a manner consistent with the organization’s mission. Must maintain confidentiality of information and exercise discretion when providing information.   

Responsibilities

1. Support/Service Delivery
   1. Works with units to prepare notifications, schedules and ensure they are sent to appropriate parties. 
   2. Generates reports as requested by management. 
   3. Effectively uses work Outlook Calendar as instructed by supervisor/director to reflect daily and weekly tasks.  
   4. Performs other duties as assigned to maintain unit operations including performing various clerical duties (i.e. typing, filing, faxing, copying, answering/receiving telephone inquiries, relaying messages, etc.). 
   5. Attends meetings and takes meeting notes as requested. 
   6. Creates and disperses referrals for services. 
   7. Completes all assigned typing and word processing tasks in a timely manner by maintaining current computer skills. 
   8. Attends work regularly in accordance with agency leave policy. 
2. Communication
   1. Maintains communication with case management staff and supervisor to ensure all information received is recorded timely and accurately. 
   2. Establishes and maintains appropriate rapport with all clients, families, and colleagues inside and outside of the organization.    
3. Supervision
   1. Receive supervision.
      1. Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters.
4. Leadership
   1. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts. 
5. Documentation
   1. Types correspondence and notifications.  
   2. Documents in a clear and organized manner that meets the expectations of Texas Family Care Network and all licensing requirements. 
   3. Uploads information into data management systems in accordance with policy. 
   4. Develop and maintain tracking systems that provide accessible information listing all needed information including incomplete documentation.  
   5. Maintain confidentiality with all records and correspondence. 
6. Financial/Budget
   1. Reports expenses and provides supporting documentation.  
   2. Adheres to deadlines for expense reports.    
7. Risk Management and Safety
   1. Stays current on Texas Family Care Network policies and procedures while maintaining a proper work environment that meets state and federal regulations. 
   2. Completes online learning and policy acknowledgements by due date. 
   3. Attends and participates in all required trainings.  

Qualifications 

1. Education/Credentials/Licensure: 
   1. High school diploma or equivalent required; Associate degree preferred. 
   2. Valid state driver’s license and safe driving record. 
   3. Reliable transportation and current auto insurance.   
2. Experience:
   1. At least one (1) year of office experience preferred. 
3. Clearances: 
   1. DPS
   2. DFPS
   3. FBI
   4. CBCU Eligibility Determination
   5. Child Abuse Clearances

Working Conditions 

1. Physical Demands
   1. This position requires operating a keypad device 75% of the day and electronic/office equipment 25% of the day. Frequent travel in and out of the state of Texas may be required daily along with travel by plane and may include travel in weather conditions - 20%. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 25% of the day. Standing occurs 25% of the day. Sitting happens 25% of the day. Reaching above the shoulder as well as bending and twisting are performed 25% of the day. This function routinely lifts under 25 pounds. The maximum lift is 50 pounds, 1 time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.   
2. Mental Demands
   1. Occasionally performs multiple tasks and makes quick decisions.  
   2. Continually need to concentrate. 
   3. Occasionally handles distractions and a diversity of problems.   
3. Environmental Factors
   1. Environmental factors require this position in home and office. Reliable transportation is required.   
4. Working Hours
   1. Traditional office hours with flexibility to meet department needs. 
   2. Participates in child pending placement shifts as needed.